Business Energy Saving Incentives (BESI) Customer User Guide

Transcription

1 Business Energy Saving Incentives (BESI) Customer User Guide

2 Table of Contents Table of Contents Registration and login... 2 Forgot your login information?... 5 Your BESI dashboard... 6 BESI PIN... 7 List of applications and status... 9 e.catalog Application process Step 1: Contact information Step 2: Installer, Distributor and Business Energy Advisor information Step 3: Facility and installation details Step 4: Submit application Step 5: Submit declaration Lighting controls only application

3 Registration and login Registration and login First-time users of Business Energy Saving Incentives (BESI) must register for a user ID and password in order to login to the online application. The following information is required to register for Business Energy Saving Incentives (BESI): Required Field First and last name Title and company name Whether you are a Landlord / Owner or Tenant Whether you have a BC Hydro bill Whether you are a New Westminster company Enter your Customer Account Number (CAN) Description If you are a tenant and do not have a BC Hydro bill, you are required to complete an Owner / Landlord Waiver Form prior to applying for BESI. This is your BC Hydro account number. The system will populate the Legal Name of Registered Company field based on the CAN. 2

4 Registration and login Required Field Description Legal tenant name This field is displayed only if you are a tenant Business address Business , phone and fax number User ID Password The password must be between 4 and 16 characters. Re-enter the password to confirm your selection. 3

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6 Registration and login Click Submit to complete your registration. The application will return you to the BESI login page and you can enter your user ID and password to login. Forgot your login information? If you have forgotten either your user ID or password, you can call or (outside the Lower Mainland) to retrieve this information. Your password can also be retrieved online. To do so, you will need: The account number that you registered with Your user ID April

7 Registration and login Your BESI dashboard Once you login to BESI, you will see the Program Information page. This page houses several important functions, categorized into several sections: Section Start an Application Personal Identification Number (PIN) List of Applications and Status BESI Menu Description You have two options: Lighting controls only application You may share your PIN with your Alliance contractor / distributor so that they can create and submit an application on your behalf. Your past and present BESI projects are listed in this section. You may: Edit or remove an application that has not been submitted View a submitted application Located on the right-hand side of the page, the BESI Menu provides you with quick links to the following pages, no matter where you are in the application: List of Applications (View all BESI applications associated with this account.) My Profile (You can update your information here, including your password.) Proposals e.catalog (Reference to eligible configurations and products.) April

8 Registration and login Section Description Terms & Conditions Log Out of BESI BESI PIN Your BESI personal identification number or PIN allows your chosen Alliance contractor to create an application on your behalf, from start to finish. April

9 Registration and login To generate your unique PIN: Click on the Generate a PIN button on the Program Information page Review the PIN Terms & Conditions Click Submit You will be sent an containing your PIN and instructions Forward the to your Alliance contractor / distributor The Generate a PIN button will become Retrieve PIN April

10 Registration and login If you ve forgotten your PIN: Click on the Retrieve PIN button on the Program Information page Your PIN will be ed to you List of applications and status Your past and present BESI projects are listed in this section. You may: Edit or remove an application that has not been submitted View a submitted application If your Alliance distributor/contractor has initiated an application using your PIN, the application will appear in this section so that you can keep track of it. This list also provides you with a high-level overview of each project, including: The application number The current status of the application Site address of the project Who created the application The project s incentive and energy savings e.catalog e.catalog lists all the configurations and products that are eligible for Business Energy Saving Incentives. Although you may find your desired product in e.catalog, you must ensure that it is eligible for the specific configuration that you plan to retrofit. Otherwise, your incentive may be jeopardized. Note: The configurations and energy efficient products that you select for your project must be listed in e.catalog to be eligible for incentives. April

11 To start a new BESI project application: Click on the button on the Program Information page Read the Application Instructions and click OK to continue The system displays the Application Summary page Application process The BESI application is divided into five steps: 1. Contact information 2. Installer and distributor information 3. Facility and installation details, and project financials a. Facility and installation details i. Add facilities ii. Select existing and new configurations b. Project financials 4. Submit application for pre-approval* 5. Submit declaration* a. Installation details b. Invoice and supporting documentation information April

12 Note: Projects may be selected for a site inspection after the application is submitted in Step 4 ( Pre-site inspection ) and / or after the declaration is submitted in Step 5 ( Post- site inspection ). The traffic light indicators at the top of the page show you which step you are currently working on, and which steps have been completed. The first four steps must be complete (green) before an application can be submitted to BC Hydro. Step 5 can only be completed after the retrofit work has been done. April

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15 Step 1: Contact information Step 1 requires you to enter and edit the contact information for the following parties. Click Edit next to Step 1 to access this section of the application. Some fields are pre-populated based on your registration information: Application contact Incentive recipient The primary contact for this particular application. All s that pertain to this application will be delivered to this individual. Who and where the incentive cheque should be mailed to. April

16 Click Save to return to the Application Summary page. April

17 Step 2: Installer, Distributor and Business Energy Advisor information Step 2 requires you to enter the details of the company / individual who is installing your project. Installer If you are the installer, this section is pre-populated with your Alliance ID. To view, click the Add button that corresponds to the Installer section of Step 2. You have three options when it comes to selecting an installer for your project: 1. Alliance member 2. Internal non-certified employee 3. Internal staff electrician / journeyman Select your installer using the radio button, and complete the fields applicable to your selection. An Alliance ID is required if you select a member of the Alliance of Energy Professional to complete your project. The name of the Alliance installer will appear once you save this page and return to the Application Summary. April

18 Click Save to return to the Application Summary page. April

19 Distributor (optional) A Distributor ID is mandatory for projects that involve lighting, meaning that lighting products must be purchased from an approved Alliance distributor. You will be prompted to enter a Distributor ID at Step 2 or at Step 5 when you declare. Click Save to return to the Application Summary page. The name of the Alliance distributor will appear once you save this page and return to the Application Summary. Business Energy Advisor (optional) If you have an Business Energy Advisor click the Add button to select their name from the drop down list. Click Save to return to the Application Summary page. The name of the Business Energy Advisor will appear once you save this page and return to the Application Summary. April

20 Step 3: Facility and installation details Step 3 requires you to enter details regarding: Facility and installation details Project financials Facility and installation details Adding facility and installation details is a two phase process: 1. Add facilities 2. Select upgrades Add facilities You can add multiple facilities to one project application. Click Add Facility next to Step 3 to access this portion of the application. The default facility that appears is based on the account number that you registered for BESI with. To add additional facilities to your application: April

21 1. Enter the additional facility s account number 2. Indicate if the account is located in the City of New Westminster 3. Click Search & Add. If valid, a new site address will appear below. 4. Select the facility type using the Facility Type drop down list 5. Enter the facility s postal code if it has not already been pre-populated 6. Click on the checkbox to the left of the facility that you want to include in this application 7. Click Save to return to the Application Summary page. Your additional sites will now appear in Step 3. Send You will notice that the Send function becomes active once you add a facility to your project. April

22 If you are working with an Alliance contractor and / or distributor, you can request that they complete the remainder of Step 3 on your behalf by using this function: 1. Click the Send button that is next to Send 2. Select whether you want the to be sent to your contractor and/or distributor 3. Enter any additional instructions 4. Click Send to send the Your contractor and / or distributor have access to the same function to notify you when they have completed Step 3. April

23 Select upgrades If you are the one to enter the details of the upgrade, select the facility that you would like to upgrade by clicking the Edit button that corresponds to the facility you would like to upgrade. To remove a facility from your application, click the corresponding Remove button. After selecting the facility that you d like to upgrade, you will be taken to the Installation Summary page. Review this page and click Continue. You will be taken to the Facility Installation Details page, review the instructions and click Add to begin. Selecting existing configurations You may now select your existing configuration (what is currently at your facility). The Existing Configuration column on the left displays the configurations that are eligible for Business Energy Saving Incentives. Clicking on items under Existing Systems will expand the view to show all possible configurations. Selecting new configurations Once you have selected your existing configuration, the column to the right will display the options available for your new configuration (what you plan to install). Clicking on items under New Configuration will expand the view to show all possible configurations. Once you have selected your new configuration, a red link will appear at the top that says View eligible products for the selected configuration. This link will lead you to a list of all eligible products in e.catalog for your selected configuration. If all makes and models are eligible for your selected configuration, the link will not be live. Note: Once you submit your application, the list of eligible products for your selected configuration is locked-in. Products that are added to e.catalog after your application is submitted will not be eligible for your project. April

24 BESI will require further details after you select your new configuration. These fields vary for different retrofits, but may include: April

25 Required Field Number of new fixtures to be installed Area type Actual operating hours Description of the location Lighting controls Description The number of energy efficient units that will be installed. Pick the area type that closely matches the actual area type where these configurations are located. Enter your actual hours of operation if it differs from the default hours displayed. If so, please also provide an explanation below. Enter a more detailed description of the area (Eg. Room 101). This will help with BC Hydro review of the application, as well as site inspections. This option will appear should you select a lighting configuration. If the ratio of fixtures to controls exceeds 10, a text box will appear for you to input an explanation. Once you have completed these details, click Submit to save the configuration to your project. This will take you to a Summary page, which houses several important functions: Function Review configurations Edit configurations Remove configurations Review the application Add new configurations Description You can see the configurations that have been added to the site To edit the details of a configuration, click the Edit button next to the corresponding configuration. To delete a configuration from the site, click the Remove button next to the corresponding configuration. Click Review Application to return to the Program Information page Click Add Configuration to add additional configurations to the site April

26 Click Review Application to return to the Program Information page to complete the project financials portion of Step 3. Project financials When you have finished entering all the configurations for each facility, you are ready to calculate the estimated incentive of your project. To do this: 1. Fill in the project cost 2. Fill in the tax amount (if applicable) 3. Click Calculate Incentives The project s estimated incentive will appear: Note: Click the Calculate Incentives button every time you make changes to your project details in Step 3 for an updated incentive estimate. April

27 Step 4: Submit application After completing Steps 1 to 3, the application is ready to be submitted to BC Hydro. To do so, fill in the Expected Completion Date and click the Submit button. If your project takes place at a site that has previously participated in BESI, you will be prompted to describe the difference between the projects. Enter your explanation in the open field, and select Submit to complete the submission process. Otherwise, you will be taken to the Terms & Conditions page. Once you have reviewed and agreed to the conditions, click Submit to complete the submission process. Your project details are locked-in once the application is submitted and cannot be edited. Note: If you need to make changes to your application after it has been submitted, contact your BC Hydro representative immediately to have the application re-opened. You must re-submit the application once the edits are complete. Project pre-approval Immediately after you submit your application, you will be taken to a confirmation page. This page will indicate the status of your application. Three possible statuses may occur: April

28 Status Application accepted To be reviewed Post-site inspection Description BC Hydro has approved your application. You may begin work on your project and purchase and install products. Please note the deadline to complete your project. The application has been submitted; however, BC Hydro needs to review the application as it does not meet certain program thresholds. The application has been flagged for pre-site inspection. Note: Your project may also be flagged for pre-site inspection after undergoing BC Hydro review. An will also be sent to you simultaneously to confirm the status of your application. You can only proceed with the project once you receive an approval , and your project status becomes Application Accepted. You can track the status of your application by referring to the List of Applications and Status on the Program Information page. To be reviewed Your project will be flagged for BC Hydro if the project details do not meet BESI program thresholds. You may be contacted by BC Hydro to clarify the project details that were submitted. Pre-site inspection Your project may be randomly selected for a site inspection after you submit your application. The purpose of a pre-site inspection is to verify the baseline energy consumption of your project. A BC Hydro representative will contact you shortly after to make arrangements. Note: It is recommended that someone familiar with the project, such as the Alliance contractor / distributor attend the inspection to guide the inspector through the site. April

29 One of three scenarios may occur after a site inspection is complete: Scenario Status Description Approved Application accepted Your application has passed pre-site inspection and BC Hydro has approved your application. You will be prompted to login to your account to accept, reject or change the findings: If you change the findings, the project will be re-opened and the application will need to be resubmitted. It will be reviewed by the inspectors to confirm the changed details. Revisions required Declined To be reviewed by customer TERMINATED Agreement was terminated The quantities listed in your application have been adjusted to reflect the findings from the site inspection. You will be prompted to login to your account to accept or reject the findings: If you accept the findings, the project will be approved. If you reject the findings, the project will be terminated. The application has been terminated, as the project scope did not align with the findings from the site inspection. Revisions required You must login to BESI and go to Step 3 of the application to accept or reject the findings from the pre-site inspection. Select Edit next to the corresponding site and you will be provided with the option to accept or reject the pre-site inspection findings. April

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31 Step 5: Submit declaration After you have completed the installation of your project, you must log back into BESI to declare your project complete. Step 5 requires you to enter the final details of your project after you have completed the work. Step 5 requires you to enter details regarding: 1. Installation details 2. Invoice and supporting documents Click the Submit button located next to Step 5 to begin. Installation details You will be asked to update your project details to reflect exactly what was installed. There are three fields that are available to be updated: Required Field Installed Qty Update New Config Select Products Description The actual quantity that was installed, by configuration. The kwh savings will reflect any change in quantity. Should your New Configuration change from what you originally applied for, you can update your application at this point. Note that you are only able to update to retrofits that were eligible for the existing configuration, as originally submitted in the application. Select the product model that was installed for each configuration by indicating the quantity installed. April

32 Once you have updated the applicable fields, click Save and then Continue. You will be taken to the next page to enter details regarding your invoices and supporting documents. Invoices and supporting documents You will be asked to provide further project details, including: Required Field Total cost Distributor ID Name and title Invoice date Project completion date GST# Applicable tax amount Declaration of work completion Acceptance of invoice reconciliation agreement Description Update the project cost to reflect any changes made to the project since the application was pre-approved Mandatory for projects that involve lighting Your first name, last name, and title The date listed on the project invoice When the project installation was complete If applicable By clicking this box, you confirm that the project was completed as outlined in your application and is fully operational on the Project Completion Date indicated above. You declare that the Total Cost is truly reflective of the actual cost paid. April

33 Click Submit to submit your declaration. You will be taken to a confirmation page immediately. This page will indicate the status of your application. Two possible statuses may occur: Status Completed Invoice Review Post-site inspection Description The project has been completed and declaration submitted. The application has been flagged for post-site inspection. April

34 Post-site inspection Your project may be randomly selected for a post-site inspection after you submit your declaration. A BC Hydro representative will contact you to make arrangements after your invoice and supporting documentation have been reviewed and approved. Results from the post-site inspection are FINAL. Note: It is recommended that the Alliance member attend the inspection to guide the inspector through the site. Supporting documentation The Alliance contractor / distributor invoice and supporting documentation can be submitted to pspx.invoices@bchydro.com or to the following mailing address: BESI Invoicing c/o BC Hydro 333 Dunsmuir St., 5th Floor Vancouver, BC V6B 5R3 The invoice must be submitted with the following required information: Required Field BESI application number Date Configuration, model number and quantity of each product Project cost Additional labour costs Description PSPX##### Invoice date Only model numbers approved in e.catalog will be allowed Includes cost of the product, labour, permits, etc Internal labour costs Note: The details on the invoice must match the details on your declaration. Otherwise, your customer s incentive may be jeopardized or delayed. April

35 Additional functions Step 5 also provides you with two additional functions: Function Deadline extension Send (Step 5) Description BESI allows a one-time 6 month application extension. Click the Request Extension button and 6 months will be added on top of your original deadline. Similar to Step 3, this function allows you to notify your Alliance contractor and/or distributor to complete the product selection portion of Step 5. Your contractor and/or distributor have access to the same function to notify you when they have completed this portion. April

36 Lighting controls only application Lighting controls only application BC Hydro understands that projects may be completed in stages. Retrofit lighting may be installed first, and then followed by the addition of lighting controls at a later date. Therefore, lighting controls may be added to a previous BESI project, as long as: 1. The previous project does not already include controls 2. The new lighting controls project is submitted within 12 months of the previous project s declaration date The new lighting controls application looks like any other BESI application. However, in Step 3, you will only have the ability to add lighting controls. To being a controls only application: Click on the New application to add lighting controls to a closed BESI project button on the Program Information page Read the Application Instructions and click OK to continue Enter the application number of the previous B project that you would like to add controls to. Click Create to start the application. Note: Once a Previous PSPX Application Number is used to create a controls application, it cannot be used again. Should you choose to add controls to only a portion of your lighting configurations (Eg. 2 of 3 configurations), controls may be added to the remaining configuration(s) in a subsequent application. The subsequent application will need to be created based on the preceding controls application number. April

37 Lighting controls only application The application to add controls is exactly the same as a when you create a new PSPX application, with the exception of a few changes to Step 3. The new controls application is prepopulated with data based on the original application. The changes to Step 3 are highlighted below: Step 1: Contact information Step 2: Installer and distributor information Note: Update the pre-populated fields in Step 1 and 2 should the information differ from the original application. Step 3: Facility and installation details o o o o Click the Edit button that corresponds to the site you would like to add the controls to. The eligible lighting configurations from your previous project will appear. The following configurations from your previous project will not appear as they are ineligible for controls: Non-lighting configurations (Eg. Refrigeration, HVAC) Lighting configurations that already have controls Click the Edit button that corresponds to the configuration that you would like to add controls to. Only the fields related to adding lighting controls can be edited at this time. Select the desired type of control and corresponding quantities. Click Add to add another type of controls. Otherwise, click Submit to review your configurations. The savings from the controls is captured and will be eligible for incentives. Click Review Application to return to the Application Summary to complete the remainder of Project Financials portion of Step 3. Step 4: Submit application Step 5: Submit declaration o You will be asked to update your project details to reflect exactly what was installed. There are three fields that are available to be updated: April

38 Lighting controls only application Required Field Installed Qty Installed Qty (Fixtures Controlled) Update New Config Select Products Description The actual quantity of controls installed. The kwh savings will reflect any change in quantity. The actual quantity of fixtures that the controls impact. The kwh savings will reflect any change in quantity. Should the type of control change from what you originally applied for, you can update your application at this point by selecting the Edit button that corresponds to the lighting retrofit that the lighting control belongs to. This field is N/A as all makes and models of lighting controls are eligible for incentives. o Click Save and then Continue when you have finished updating your project details. You will be taken to the next page to enter details regarding your invoices and supporting documents. April